CLUB INDUCTION DAY 2020
SCHEDULE Guild Club Induction Day 2020 • Arrivals // Lunch • Welcome // Meet the Team • CV! / JCLA • What’s On // What’s New This Year? • Membership Matters Tips for getting – and keeping – members! • Doing Stuff on Campus What are the rules (& where should you start)? • Club Perks & Resources … and where to find / access them • Governance Basics Things to know now that will save you later!
Meet the Team! The Club Support team is comprised of two full time professional staff: • Shelley Stoddart - Clubs Officer (pronouns: she/her). • Bec Barendrecht - Manager - Student Experience (pronouns: she/her). The Club Support team is responsible for the day-to-day operational support & administration of clubs, including bookings, events, advice, compliance, funding, bookings, and general support.
Meet the Team! Clubs are encouraged to also work closely with the Guild’s student elected Vice President - Activities , Bridge Truell (pronouns: he/him or they/them). As a current student, Bridge offers clubs a student perspective and voice within the Guild, representing clubs at the top level of Guild decision-making. Hit him up for any “big picture” projects, ideas, or suggestions you have – be it for your club individually, or for the broader club scene here at Curtin. Info, Forms & Resources Run Your Club is your one stop shop for club doc’s, templates, info, and forms. Start your search here, and if you can’t find it or still have questions, contact us! Email Queries Send all your questions, big or small, to clubs@guild.curtin.edu.au! We should be your first port of call for all things clubs, and if someone else is better placed to help, we’ll be able to point you in the right direction! If you prefer to chat over the phone, please also feel free to call Shelley directly: 9266 2927.
CV! & JCLA
John Curtin Weekend community‐driven initiatives over 6 weekends in 40 regional + metropolitan sites involving 550+ volunteers
Getting a group site together • Why? • Give back • See WA • Have a blast • Team cohesion Dates: 4 th September – 11 October 2020 • • What’s covered in cost ‐ $60 regional, $20 metro • Food, accommodation, transport, insurance, t‐shirt, hat, etc. • Site Leader and driver don’t pay • Size of group – between 6 and 20 volunteers • What next • Identify a group member (or more) to apply to become a JCW Site Leader • Deadline for applications (available from CV! website from 17 Feb) • Sunday 29 March
More info – Google ‘John Curtin Weekend’ • Video • Yearbook • Website Contact info • Krishan.shah@curtin.edu.au • 9266 1477 • Curtin Connect Bld 101
What’s On & What’s New? Updates, Upgrades, and Things To Put in Your Calendar )
What’s New? 2020 Guild Membership Stickers • Guild stickers are back • Everyone needs to grab these each year to get Guild discounts at our outlets • Pick up at Guild Reception (or Guild pop-up booths throughout Week 1 & 2) • No sign-up forms • To collect, just present student card with current “student 2020” sticker (from Curtin Connect)
What’s New? Guild Diary & Club Vouchers • Diary is FREE and available when collecting Guild sticker • 2 x $5 club vouchers per student provided separately when collecting Guild sticker • Voucher entitles student to $5 discount off the normal membership fee for your club • Clubs return vouchers to the Guild for full reimbursement • Clubs must submit vouchers by 6 th Nov to claim reimbursement.
What’s New? New Club Mini-Workshops • We will be running a series of club training workshops throughout the year, hand-picked to answer all of your most commonly asked questions and provide you with additional skills to make sure your club succeeds • Sem One Workshop dates are scheduled – check them out & register here for your preferred sessions: https://www.guild.curtin.edu.au/club-training • All sessions tailored to specifically suit clubs • Topics so far: • Film Editing Workshop (using film for digital engagement via mobile) • Digital Engagement Workshop (marketing and communication in the digital space) • Event Management Workshop (how to plan and execute a successful club event) • Club Leaders Conference 2020! • Bigger and better Save the date: Wed 22 nd April •
What’s New? • Improved booking / event calendars – Designed to make it easier to schedule your events: https://www.guild.curtin.edu.au/run- your-club. • Improved / simplified venue bookings – now fully online, quicker, and easier to use (we hope)! Now sorted into “levels” of forms based on complexity of the specific event/activity, (i.e. simple meeting = simple booking = shorter processing time).
Coming Soon • Club Storage Room - almost here (disrupted by upgrades / renovations in late 2019 – we’re sorry!) • New bookable student kitchen – open to general students from day to day, but also bookable for exclusive use by clubs • New club software / website - Currently in research and procurement phase. ETA is mid-2020 for soft launch & live testing, Jan 2021 for full launch to all clubs. Will streamline administration and club management for all clubs on a single platform
What Else? Clubs Week – Week 4 (Mar 16 - 20) Clubs will be showcased on Guild social media and digital platforms all week (coz we love you)! Clubs Carnival: Wednesday 18 th March (applications open now) Guild O-Day #2 - Wed Jul 22 Guild Games – Returning in September 2020! Clubs face off once again as we bring back the retro school sports carnival feels!
MEMBERSHIP MATTERS Recruitment, Record Keeping & Retention
Membership Matters Your Members are the lifeblood of your club/society. Without them, what would be the point of doing things?
Recruitment: Where & when? • Recruiting opportunities: • O-Day • Clubs Carnival • Your events • Online (Facebook, Instagram, other Social Media)
Recruitment: Get them to the club! How do you recruit members? • Selling your club! Aka ‘The Pitch’ • Freebies Who doesn’t like a freebie? • Word of Mouth/Friends Are you more likely to do something if your friend recommends it? • Activity on campus/social media Referrals and Brand Recognition
Recruitment: Build it and they will come. Building your presence on campus requires time, money, and effort. If you look like you belong, you will. People subconsciously seek to join groups. We are social animals • Look like a group!
Record Keeping: The ‘Database’ Creating a membership database What other • Name • Student Number information • Preferred Email Address • Guild Status (Y/N) might you • Phone Number • Field of Study • Year of Study need? • Other information?
Record Keeping: Info Consent & Security NOTE! • The more difficult the sign up process, the more likely you are to lose that potential member. • Never force anyone to sign up, or give details that they don’t want to give you. • Keep contact lists confidential, only give access to those who need it and are authorised to have this information (i.e. club exec) • Trust can be lost easily but take time to regain
Record Keeping: Hard copy vs soft copy forms Hard Copy Forms: Pros: Soft Copy Forms: • Easy to set up Pros: • Doesn’t require power • No data entry required (except • Quick and easy on the day by the member) • Difficult to lose if on the cloud Cons: • Can look very professional • Hand writing may be illegible Cons: • Can get lost after the day • May require power • Difficult for high volume clubs • May be difficult to setup • Data entry times after the event • May need internet connection *Good news: forthcoming new club software will handle membership sign ups for you!
Record Keeping: Soft copy options Online forms: • Google Forms • Excel Spreadsheet • Microsoft Access
Retention: What now? Great! You signed them up, now what? Engaging with members is key if you want them to: 1. Come to your events; 2. Sign up next year; 3. Take on leadership roles and join your committee. Incredible important to communicate with them! What happens if you don’t?
Retention: Communication Use emails / social media / print media to stay in contact! Ever joined a club and not heard anything from them? Would you sign up again? • Email systems like MailChimp are excellent to help put forward great quality communication. • Social media is also great for current members and prospective members. • Posters for events are fantastic, never underestimate the power of a poster!
Retention: Activities & on-campus presence Just as important as recruitment! You need to remain active to keep them on board! • Posters • Stalls • Meet-ups • ‘Repping’ the Brand (T-shirts, pens, hats, etc…)
HOW TO DO STUFF AS A CLUB (WITHOUT GETTING IN TROUBLE)
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